Long-Term Substitute Admin Assistant - Early Steps Preschool

TITLE: 1.0 FTE Administrative Assistant to Early Steps Integrated Preschool Principal

START DATE: As soon as possible

WORK YEAR: Long-term sub position (until March 8, 2024)

HOURS PER WEEK: 37.5

RATE OF PAY: $125 per diem

JOB GOAL:

To provide efficient and effective support to the Principal and to ensure a highly functioning Main Office

REPORTS TO:Early Steps Principal

Summary:

Provides efficient office administration to the school principal through the performance of administrative tasks assigned by the principal. Maintains accurate records through timely data entry. Acts as the primary coordinator of office processes and operations with sensitivity to confidential data and thorough ability to work on several tasks. Performs clerical duties according to standard office procedures requiring a degree of decision and knowledge of the function of the school.
Essential Functions: The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

• Serves as the assistant to the Principal on the administration of data
• Assists the Principal in scheduling and management of Principal’s schedule
• Assists in typing and proofing word-processed materials
• Produce weekly newsletters for principal’s review
• Keeps the Principal informed and assists and works cooperatively with the Principal in school-related matters.
• Primary person in the reception of guests including answering and routing of telephone calls
• Implements security protocols in buzzing visitors in through the front door and processing them using the Raptor Visitor Management System.
• Arrange substitute coverage/assignments using Aesop
• Collect and manage weekly time sheets
• Coordinates students and teacher attendance processing including data entry and notification, including but not limited to biographical data, withdrawals, scheduling, and enrollment, as requested.
• May assist in creating the master teaching schedule and classroom assignments.
• Assists in the creation of all records, and other paperwork as required by the School Committee, the State Department of Education, and the Federal Government, or paperwork that may be appropriate to the school's administration.
• Maintains parent guardian records, as requested.
• Assists Principal and other district supervisors with accounting responsibilities including the data entry of purchase orders and requisitions.
• Sort and route mail to appropriate recipients within the school.
• Order and dispense school supplies, as requested.
• Performs data entry of student records including but not limited to biographical, confidential information, enrollment, withdrawal, and scheduling information, as requested.
• Assists in student funds transfers.
• Assists the Principal in coordinating the delivery of all state and federally funded compensatory education services.
• Enters data on individual student records and reports of pupil progress, as requested.
• Maintains high standards of confidentiality and accuracy.
• Acts as liaison for parents and other community members for the school.
• Assists parents/community members in finding answers to questions.
• Cooperates with other district personnel regarding the custodial and maintenance operations of the school building and grounds and such related services as cafeteria and transportation.
• Assists Principal in fire and other emergency drills as required by law and School Committee policy.
• Maintains a high level of personal integrity, confidentiality, and a strong work ethic.
• Maintains general levels of support for other office personnel in the assigned area when there are short-term absences or persons are away from their desks.
• Assists other office personnel in periods of high demand and/or other emergent requests for cooperative support.
Performs other duties and assumes such other responsibilities that may be assigned by the Building Principal or his/her designee or as required by law, code, regulation, or School Committee policy.

• 
  Qualifications:
• Excellent interpersonal and communication skills
• Education typically gained through attainment of associate degree or higher
• Must be extremely organized, detail-oriented, and able to maintain confidentiality.
• Must have well-established communication skills and the ability to share information and resources appropriately.
• Spanish/Portuguese language skills preferred.
• Willing to adjust to the changing needs of the school, with the flexibility to meet those work needs and demands.
• Must be a self-starter and have the ability to work with minimal supervision and direction.
• Must be able to work cooperatively with others to achieve common district goals.
• Must have a general pleasant demeanor and a respectful attitude towards employees at all levels of the school.
• Working knowledge of office applications including Word, Excel, Google Suite and the student information system (preferably PowerSchool).
• Alternatives to the above qualifications as the School Committee may find appropriate and acceptable.
• At least 2 years of relevant experience preferred
• Associate degree preferred
• Citizenship, residency or work visa required

Equal Opportunity Employer

Watertown Public Schools is committed to maintaining a work and learning environment free from discrimination on the basis of race, color, religion, national origin, pregnancy, gender identity, sexual orientation, marital/civil union status, ancestry, place of birth, age, citizenship status, veteran status, political affiliation, genetic information or disability, as defined and required by state and federal laws. Additionally, we prohibit retaliation against individuals who oppose such discrimination and harassment or who participate in an equal opportunity investigation.

Job Requirements